Bulk Import Files

Overview

Bulk import lets you create or update many records at once from a spreadsheet file. Instead of editing records individually, you prepare your data in a CSV or Excel file, upload it, and let the platform process every row.

Common uses include:

• Migrating data from another system (customers, numbers, features)
• Applying price changes across hundreds of features at once
• Recording payments received from an external source
• Adding notes or contacts in bulk after a customer communication exercise

The platform supports 10 import types covering the main record types. Each import follows a two-step test-then-import process that catches errors before any changes reach the database.

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Quick Start

1. Go to Add menu > Bulk Import File
2. Upload your CSV or Excel file
3. Choose the File Type (e.g. Features) and File Mode (Insert or Update)
4. Click Actions > Test File to validate without making changes
5. Review the log for errors or warnings
6. Click Actions > Import File to apply the changes

The test step checks every row and reports any errors or warnings in the log. Review these before importing.

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Import Types

The File Type dropdown controls which kind of record the file creates or updates.

File Type	What it imports
Customers	Customer accounts with addresses, billing settings, and optional features/notes/payments
Numbers	Telephone numbers with tariffs, carriers, CDR matching, and optional features/notes
Features	One-off and recurring charges attached to customers, numbers, or services
Tariffs	Call tariff rates
Standard Features	Standard feature templates
Payments	Payment records against customer accounts
Number Migrate	Moves numbers between customers
Customer Contacts	Contact records with names, addresses, and communication settings
Ignore Traffic Numbers	Numbers to exclude from billing
Notes	Notes attached to customer accounts

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Processing Modes

The File Mode dropdown controls whether the import creates new records or updates existing ones.

Insert Mode

Creates new records. The platform uses default values for any columns you leave out. If you have saved a default set named Import for the relevant record type, those defaults apply automatically. You can create an Import default set the same way as any other: fill in the fields you want as defaults, then use Default Values > Save and name it “Import”.

Update Mode

Modifies existing records. Each row needs a way to identify which record to update. Only the columns you include are changed. Columns not in your file stay as they are.

The record’s own ID (e.g. Feature ID) is the most reliable identifier, but it is not the only option. For customer imports, you can use the Account Number. For number imports, the telephone Number works. For feature imports, a unique feature name can identify the record. As long as the identifier matches exactly one record, the import proceeds. If it matches more than one, you can use Import Rules to control duplicate handling.

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The Two-Step Process

Every bulk import goes through two stages: test and import. Users with Standard expert level can skip the test step using the Expert menu, but testing first is strongly recommended.

Step 1: Test

Click Actions > Test File to run validation.

The platform reads every row and checks:

• Column headers match known fields
• Required values are present
• Lookup values (e.g. carrier names, tariff names, status values) match existing records
• Dates are in a recognised format
• Numbers and amounts are valid
• In update mode, the referenced records exist

No changes are saved to the database. The file status changes to Tested and the log shows any errors or warnings found during validation.

What to look for in the log:

• Header warnings: “Header X in column N not matched” means the platform did not recognise a column header. Check for typos, or use Import Rules to map it.
• Line errors: Specific problems with individual rows, showing the line number and what went wrong.
• Summary: Total lines processed, including the header line.

Step 2: Import

Once you are happy with the test results, click Actions > Import File.

The platform processes every row again, this time saving changes to the database. The file status changes to Imported. Each successful row creates an activity log entry that records:

• Which user performed the import
• Which bulk import file and line number the change came from
• What type of change was made

Both the test and import actions let you fill in optional Reason and Details fields. These appear in the activity log and help with audit trails.

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File Activity Tab

After importing, the bulk import file page shows a File Activity tab listing every change the import made. Each row in the tab shows:

• The customer affected
• Timestamp of the change
• Activity type and reason/details you entered on the import form
• The line number in the source file that produced the change

This gives you a single view of everything the import did, without needing to visit each changed record individually. You can click through to any affected record from here.

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Supported File Formats

The platform accepts three file formats:

Format	Extension	Notes
CSV	.csv	Default format. Uses comma separators. UTF-8 encoding recommended.
Excel	.xlsx	Modern Excel format. The platform reads the first sheet.
Legacy Excel	.xls	Older Excel format. Supported but .xlsx is preferred.

The platform detects the format from the file extension. You can also force a specific format using Import Rules (see below).

Encoding

CSV files should use UTF-8 encoding. If your file uses a different encoding (e.g. Windows-1252 or ISO-8859-1), specify it in the Import Rules:

[File Format]
Encoding = windows-1252

If the platform encounters characters it cannot decode, it logs an encoding error and stops processing.

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Column Headers

The first row of your file must contain column headers. The platform matches each header to a known field name. Matching is case-insensitive.

How Matching Works

1. The platform reads each header and converts it to lowercase
2. It looks for a match in the import type’s field name list
3. Matched columns are mapped to the corresponding database field
4. Unmatched columns generate a warning in the log

Information Only Columns

Headers ending in (Information Only) are automatically skipped during import. This is useful when your file contains reference data alongside the columns you want to import. For example, the Service Charges Report Annual Increase Bulk Update format uses this convention to include context columns that help you review the data without accidentally importing them.

You can also prefix a header with DNI or Do Not Import to skip it.

Multiple Names for the Same Field

Most fields accept several header names. For example, all of these map to the recurring charge field on a feature import:

• Recurring Charge
• Service Charge
• Feature Recurring Charge
• Recurring Charge (£)

Check the column reference tables below for the accepted header names for each import type.

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Import Rules

The Import Rules field accepts INI-style configuration that gives you extra control over how the file is processed.

File Format Section

Control file format and encoding:

[File Format]
Format = excel
Encoding = utf-8-sig

Format values: csv (default), excel / xlsx, legacy excel / xls

Headers Section

Remap column headers when your file uses non-standard names:

[Headers]
recurring charge = Monthly Fee
status = Current State

The left side is the platform’s field name. The right side is the header in your file. This lets you import files from external systems without renaming columns.

Set a header to do not import to skip a column:

[Headers]
do not import = Internal Notes

Columns Section

Map fields by column position instead of header name. Useful for files without headers:

[Columns]
account number = 1
recurring charge = 3
start date = 4

Value Mapping Sections

Remap lookup values when your file uses different terminology:

[Status Values]
active = live, enabled
dropped = cancelled, terminated

The left side is the platform’s value. The right side lists your file’s values (comma-separated).

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Column Reference

The tables below list the most commonly used columns for each import type. All header names are case-insensitive.

Customers

Column header	Field	Notes
Account Number	Account number	Identifies the customer for updates
Customer Name	Company/trading name
Title	Contact title	Mr, Mrs, Miss, Dr, etc.
First Name	First name
Surname	Surname
Address 1-5	Address lines
Postcode	Postcode
Email	Email address
Status	Customer status	Matches status name or short name
Billing Cycle	Billing cycle	Matches cycle name
Account Manager	Account manager	Matches user name
Commission Holder	Commission holder	Matches user name

The customer import can also create features, notes, payments, and direct debit details in the same file. Prefix the column header with the object type (e.g. Feature Service Charge, Note Subject, Payment Amount).

Numbers

Column header	Field	Notes
Number ID	Number record ID	Preferred identifier for updates
Account Number / Customer	Customer account number	Required for inserts
Number	Telephone number
Extension	Extension
Number Type	Number type	Geographic, Mobile, Non-Geographic, etc.
Status	Number status
Alternate CDR Number	CDR matching number
Call Carrier	Call carrier	Matches carrier name
Line Carrier	Line carrier
Inbound Tariff	Inbound call tariff	Matches tariff name
National Tariff	National call tariff
Mobile Tariff	Mobile call tariff
International Tariff	International call tariff
Sold By	Sold by user
Date Sold	Date sold
Calls Start Date	When billing starts

The number import can also create features, call plans, and notes. Use prefixed headers like Feature Service Charge, Feature Standard Feature, or Note Subject.

Features

Column header	Field	Notes
Feature ID / ID	Feature record ID	Preferred identifier for updates
Account Number	Customer account number	For inserts; identifies the customer
Number	Telephone number	For inserts; attaches feature to this number
Number ID	Number record ID	Alternative to Number
Standard Feature	Standard feature template	Matches standard feature name
Description	Feature description
Feature Type	Feature type
Recurring Charge	Recurring charge amount
One-Off Charge	One-off/connection charge
Recurring Interval	Billing interval	Monthly, Quarterly, etc.
Feature Count	Feature count/quantity
Status	Feature status
Start Date	Feature start date
End Date	Feature end date
Sold Date	Date feature was sold
Due Date	Next billing due date
Change Effective From	Effective date for charge changes	Maps to the updated date field
Annual Increase Reference Date	Next annual increase due
Annual Increase Profile	Increase profile	CPI, RPI, Fixed Amount, None
Carrier	Feature carrier
Carrier Recurring Charge	Wholesale recurring charge
Carrier One-Off Charge	Wholesale one-off charge
Fixed Fee Tariff	Fixed fee tariff	Matches tariff name
Inbound Tariff	Inbound call tariff
National Tariff	National call tariff
Discount Plan 1	First discount plan

Payments

Column header	Field	Notes
Payment ID / ID	Payment record ID	Preferred identifier for updates
Account Number	Customer account number
Payment Date / Date	Payment date
Payment Amount / Amount	Payment amount
Payment Method / Type	Payment method	Matches payment type name
Our Reference / Reference	Your reference
Customer Reference	Customer’s reference

Notes

Column header	Field	Notes
Note ID / ID	Note record ID	Preferred identifier for updates
Account Number	Customer account number
Note Type / Type	Note type	Matches note type name
Subject	Note subject
Body	Note body (plain text)
Body (HTML)	Note body (HTML)
Owner	Note owner	Matches user name
Departments	Department	Matches department name
Status	Note status
Action Required Date	Date action is required by

Customer Contacts

Column header	Field	Notes
Account Number	Customer account number
Contact Type	Contact type
Title	Title	Mr, Mrs, Miss, Dr, etc.
First Name	First name
Surname	Last name
Name / Customer Name	Full name	Alternative to separate first/surname
Company Name	Company name
Address 1-5	Address lines
Postcode	Postcode
Country	Country
Email	Email address
Phone 1 / Phone 2	Phone numbers
Phone 1 Type	Phone type	Phone, Mobile, Fax, Home

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Validation and Error Handling

What the Test Step Checks

• Header matching: Every column header is checked against the import type’s known field names. Unmatched headers appear as warnings.
• Required fields: Insert mode checks that essential fields are present (e.g. Account Number for customer imports).
• Lookup values: Values that reference other records (carriers, tariffs, statuses) are checked against the database. Misspelt or missing values are flagged.
• Data types: Dates, numbers, and currency amounts are validated for format.
• Record existence: In update mode, the platform checks that each referenced record exists.
• Empty rows: Blank lines are reported in the log.

Common Error Patterns

“Header X not matched”: The column header was not recognised. Check spelling, or add a header mapping in Import Rules.

“Lookup value not found”: A value like a carrier name or tariff name did not match any record. Check the exact spelling, including case (lookups are case-insensitive, but the value must exist).

“Record not found”: In update mode, the ID in a row did not match an existing record. Check that the IDs are correct and the records have not been deleted.

Encoding errors: If the file contains characters outside the expected encoding, the import stops with an encoding error. Save the file as UTF-8, or specify the correct encoding in Import Rules.

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Tips and Best Practices

Always test first. The test step catches problems before they affect live data. Review the log carefully, even when it looks clean.

Start small. Import a handful of rows first and check the results. Once you are confident the file is correct, import the full dataset.

Check for duplicates. Before inserting new records, export existing data and compare. Duplicate numbers or features can cause billing conflicts.

Use the activity fields. Fill in the Import Reason and Import Details fields on the import form. These appear in the activity log and make it much easier to trace changes months later.

Save your files. Keep a copy of every import file you process. The platform stores the file, but having your own copy makes troubleshooting easier.

Verify after importing. Spot-check a few records to confirm the import worked as expected. For large imports, re-run the relevant report and compare with your source data.

File Fields

The fields below make up a bulk import file record, including its processing status and any logged errors.

File Details

File upload and basic information about the bulk import file including filename and upload date.

Field	Description
Filename	Name of the uploaded bulk import file
Date Uploaded	Date when the bulk import file was uploaded

Import Details

Configuration for processing the bulk import file including file type, mode, status, and import rules.

Field	Description
File Status	Current processing status of the bulk import file
File Type	Type of data contained in the bulk import file
File Mode	Processing mode for the bulk import file (insert or update)
Import Rules	Specific rules and configuration for processing this bulk import file

Information

Additional notes and processing log information for the bulk import file.

Field	Description
Notes	Additional notes about this bulk import file
Log	Processing log and status information for this bulk import file

System Information

Field	Description
Last Modified	Timestamp of the most recent modification to this bulk import file
Created	Timestamp when this bulk import file was created

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Related Pages

• Managing Annual Price Increases: end-to-end workflow for applying annual price increases using bulk import
• Customers: customer record fields and management
• Numbers: number record fields and management
• Features: feature record fields and management
• Payments: payment processing and recording
• Contacts: customer contact management